TRAVEL GUIDELINES

TRAVEL & EXPENSE GUIDELINES

  • Columbia University Uses CONCUR to process Travel & Business Expense reimbursements

  • Requests should be submitted within 120 of the date of last expense (sooner is better)

  • International Columbia Travel MUST be registered with ISOS.

  • A pre-trip request is required for all Student Employees and Student Non-Employees with access to Concur in order to be reimbursed for travel-related expenses.

CONCUR BASICS: STAFF, RESEARCHERS, & FACULTY (SELF ENTRY)

Select CNI as your Admin Department (The Admin Department should be the same as the Department of the chart string that is being charged). Click here for an SOP on changing your Admin Department.

  • CNI Department numbers start with 526010_ or 416710_

Select Mona Naser (man2175) or Jennifer Guzman (jg3923) as the initial reviewer. if prompted.

CONCUR BASICS: STUDENTS/GUESTS/OTHER NON-PROFILED PAYEES PROCESS

Fill out a Non-Profiled Payee Travel and Business Expense Worksheet and send it with all backup documentation to your lab manager or cise@columbia.edu for submission in CONCUR.

EXPENSE BASICS

  • Must have supporting document (conference flyer, invitation, etc.) and PI approval.

  • Provide proof of payment for ALL transactions.

    • Air, rail, lodging, car rental, and any expenses above $50 require detailed, itemized receipts

  • Each expense must be justified in the expense item “Comment/Justification” field (i.e. the reason for the individual expense)

  • Basic rates (check with your grant manager for any project-specific restrictions

  • Some lab groups have opted to reimburse food with a daily meal per diem in lieu of claiming individual meal expenses – please check with your PI and/or lab manager.

  • Adding personal days to your trip: You will be reimbursed for your Air & Rail ticket as long as you provide a contemporaneous price quote documenting and demonstrating that the fare is equal to or lower than the cost for the dates that would have been used if the trip was not extended.